Prepared by: Tamanika Sells Office of Academic Personnel January 31, 2018

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INSTRUCTIONAL STUDENT ASSISTANT

(ISA) APPOINTMENT FORM ONBASE ONLINE SUBMISSION PROCESS

Prepared by: Tamanika Sells Office of Academic Personnel January 31, 2018

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Table of Contents Navigation to Online ISA Appointment Form ................................................................3

ISA Form Creation (Data Entry Role) .................................................................................5

Education Section………………………………………………………………………….5

Job Duties Section…………………………………………….………..………………….6

Comments Field…………………………………………………..……………………….6

Form Submission……….…………………………………………………………………6

Assigned Approver View .....................................................................................................8

Denial/Correction.. .......................................................................................................................... 9

Form Search (Previously Submitted Forms)……………………………………………..10

Quick Facts……..………………………….………………………………………..……13

Prepared by: Tamanika Sells Office of Academic Personnel January 31, 2018

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Navigation: https://www.csusb.edu/academic-personnel I.

II.

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III.

IV.

Log in using your PeopleSoft credentials. The Username and Password you use to log in to the “MyCoyote Portal”.

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1) Completing Online ISA Appointment Form: Enter the student’s Employee ID in the “EMPLID” field and press the “Tab” key. The student’s First and Last Name will populate in the corresponding fields. Verify the information is correct. If the employee is not in PeopleSoft, their name will not populate in OnBase.

2) Education Section: Select one of the two options from the drop down menu: a) Some College: Indicates the student is enrolled in a degree program but has not yet

completed/obtained degree.

b) Degree: Indicates the student has completed a degree. When this is selected a row of fields will appear under the Education section named Degree Information.

Degree Information - This section contains free form text fields allowing the following information to be entered in the corresponding fields: - Degree - Institution - Year - Major

• Multiple Degrees: Click the “Add” button and additional Degree Information rows will be added to the

form.

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3) Job Duties Section:

This section must be completed to show the percentage of job duties categories the student will be assigned. If additional rows are needed, click on the “ADD” button and another section will appear allowing the type of duties to be selected from a drop down menu.

a) Job Duties: Select the type of job duties from the drop down menu. b) ISA Job Duties %: Type in the percentage of time the student will be assigned per duties type.

For example: - Clerical 10% - Technical 10% - Instructional 80%

The Total percentage must add up to 100% • Multiple Job Duty Categories : Click the “Add” button to populate additional Job Duties rows.

4) Comments Field:

This field is a free form field that allows you to enter notes. The notes will be saved on the form when it is submitted. 5) Form Submission:

When the form is complete, it must be “Submitted” to be saved in OnBase and forwarded via workflow to the “Assigned Approver”. Once the form is submitted the “Assigned Approver” will receive an email notification that the ISA Appointment form is awaiting their review and approval. The form can also be Printed before it is submitted. If the form is submitted first, it can be retrieved via the Search feature.

6) All fields with an asterisk (*) are required. The form cannot be submitted for approval if any of the fields are blank or highlighted in “red”. If this happens, enter or correct the information in the fields hightligted in “red” and press the “Tab” key. Once the system acknowledges the change, you will be able to save and submit the form by clicking the “Submit” button.

Prepared by: Tamanika Sells Office of Academic Personnel January 31, 2018

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7) Once you click “Submit” a message will appear in the lower right corner of the screen confirming submission of the form. • An automatic email will be sent to whomever is listed as an “Assigned Approver” for the department

or college. The email will notify them that the form has been completed and submitted for approval. It will also contain a link embedded in the email that the “Assigned Approver” can click on and be taken directly to the form:

From: DoNotReply@csusb.edu Subject: An ISA Form for Your Review

“An ISA Appointment is awaiting your approval prior to submittal to Academic Personnel for processing. Please click the link below:”

8) The following message will also appear:

a) Select “Yes” and a new blank ISA Appointment form will be loaded. b) Select “No” and the Instructional Student Assistant section on the screen will become a blank. At

this point you can close the browser page to exit.

Prepared by: Tamanika Sells Office of Academic Personnel January 31, 2018

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Assigned Approver View:

1) When an ISA form has been completed in OnBase and submitted for your approval you will receive an email:

From: DoNotReply@csusb.edu Subject: An ISA Form for Your Review

“An ISA Appointment is awaiting your approval prior to submittal to Academic Personnel for processing. Please click the link below:

https://workflowupgrade.csusb.edu/AppNet/docpop/formpop.aspx?docid=2025979&chksum=d4c4a3b806e8523318712e6945ec93cad36313eb8fe7877445b13fd8886671eb” Clicking on the link will take you directly to the form for you to review and approve. You can also log into OnBase and check your “queue” in the Workflow to work with more than one form at a time.

2) Review the form to ensure the information listed below is correct, for example: - Employee ID Number - Effective Dates - Nature of Appointment - Department - Classification - Hourly Rate - Hours Per Week - Position Number

3) If all is correct , you will go to the “Authorization” section and click on the drop down menu and select

“Approve” and “Sign and Date”. Doing so will populate your name and the date of the action.

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4) After approving and clicking the “Sign and Date” button, the next step is to click on the “Submit” button. Changes will be saved changes and the form will be forwarded electronically to Academic Personnel for the final review and approval. If there are no issues, the form will not be returned electronically for correction. **The form will also be removed from your “queue”**

Denial/Correction: When a form is returned/denied electronically by Academic Personnel an email will be sent to the Assigned Approver. The email will contain a link to the form. Form Correction Section Fields:

a) Denial Reasons: This field lists the reasons for the denial b) Other Denial Reasons: Reasons not listed in the drop down menu are listed c) Correction Status: Indicates whether the correction has been made. Select “Completed” from the drop

down menu after correction is made before resubmittal to Academic Personnel.

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FORM SEARCH: LOCATION OF ISA FORM SEARCH PAGE: https://www.csusb.edu/academic-personnel/academic-student-employee-resources/isa-appointment-form-instructions The following functionality is now available in OnBase. ISA Appointment form Approval Dates for (college/department/Academic Personnel) will show for forms entered from this point forward. Forms entered before the update will not have the Approval Dates. Here is the new functionality:

1) Search criteria now includes ability to search by Department. If desired, select Department from the drop down menu and press the enter key.

2) Search results window now includes dates form was approved by department/college Approvers and Academic Personnel.

3) Search results show the status of form under the “WF Status” field (last column-scroll to right):

a) “Complete”: Academic Personnel has received and approved the form. b) “Assigned Approver”: Form has been entered into OnBase, submitted to the “Assigned

Approver” and awaiting approval prior to submission to Academic Personnel. c) “Assigned Academic Personnel Review”: Form approved by department/college Assigned

Approver and awaiting Academic Personnel approval. Form Search:

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Search Criteria is:

a) Form Submission Date and/or Date Range b) Employee ID Number c) Employee First Name d) Employee Last Name e) Employee ID Number of Form Creator f) Department Name

SEARCH RESULTS:

Search results will display in the above window. Double click the desired name to open the form. The following fields will show:

1) Document Entry Date 2) Employee’s ID# 3) Employee’s First Name 4) Employee’s Last Name 5) Hiring College 6) Hiring Department

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7) Assigned Approver Name 8) Assigned Approver’s Approval Date 9) Academic Personnel Approval Date 10) Form Creator’s First Name 11) Form Creator’s Last Name 12) Work Flow Status

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Quick Facts About OnBase:

1. End users must have been granted access as one of the following to utilize the system: a) Assigned Approver- approves budget, confirms position, validates data is correct and

submits electronically to Academic Personnel for final approval. b) Data Entry/Form Creator – enters the form into OnBase and submits to the Assigned

Approver

Email: tsells@csusb.edu to update/request/change user access.

2) Forms are only saved when the “Submit” button has been pressed.

3) Fields with the red asterisk are required. The system will not allow forms to be submitted if fields with the asterisk are blank.

4) Corrections/Revisions- Once a form has been submitted electronically to Academic Personnel, it

cannot be changed. A new form must be submitted and the Nature of Appointment “Correction” or “ Revision” must be selected. Notation describing the change must also be entered in the “Comments” field.

5) Changes/Revisions- Can be made before forms are submitted to Academic Personnel. For example:

Once the form is created and submitted to the Assigned Approver, the Assigned Approver can make the changes. Alternatively, the Assigned Approver can route the form back to the form creator for changes/corrections to made prior to submitting to Academic Personnel.

*** Your input is welcome! *** Questions regarding accessing OnBase: Email feedback to: tsells@csusb.edu Phone: ext. 73596